Line Zero Development

Setting Up Email-Less Solutions in Workplace for Your Non-Traditional Employees

 
 

Email-less solutions are in high demand these days, especially if you’re from a sector that employs non-traditional employees. Organizations nowadays, especially those who have frontline workers or board members, need an easy outreach channel to reach out to all their team members. Frontline workers, board members, and even students require the ability to connect and collaborate with other members, but they don’t always have corporate emails.

If you’re a tech guru, this is the post for you! In this blog, we’ll show you how Workplace by Facebook can provide you with an email-less solution that your organization can use to connect everyone, no matter where or how they work.  

Not a tech guru? Learn more about Email-Less Solutions in this blog written for you! 

 

How Does Workplace Act as an Email-Less Solution?  

Workplace is built to give everyone in your organization a voice, whether you work in the head office or on the factory floor. But not every employee is given a corporate email address, which has been the traditional way of sending activation links for many products. With Workplace by Facebook’s access codes, employees can activate their account without the need to have a corporate email address.  

Using a login access code allows admins to invite users to Workplace. Admins can add a user to a Workplace community by generating a unique code that will allow the user to claim his or her account - no corporate email address required. 

Below, we’ve included instructions on how you can create an account without an email address. 

 

Enabling Access Codes for Email-Less Solutions

First you will need to enable access codes from your Admin Panel.

Follow these steps to learn how:

  • Login to admin panel > preferences
  • Enable account creation with access codes

EnableAccessCode

Next, create accounts without an email address.

In order to create an email-less user, the Employee ID and Name Fields are required. All other fields are optional but we still encourage you to populate as many fields as possible to build richer profiles for your employees.

Do not fill out the email address field if you are planning to create an email-less user. When this field is populated, Workplace will consider the account to be an account with a valid email address and not access code will be generated for that account.

Example:

  1. Login as an administrator with at least account manager permissions.
  2. Go to Admin Panel > People
  3. Click on "Add Person".
  4. Enter the first and last name in the "Name" field.
  5. Enter an "Employee ID" (this can be any format except for email format).
  6. Change the authentication method to "Password" if "SSO" is selected by default.
  7. Click on Add.

AddPerson

Note: The employee ID needs to be unique for each user within your organization.

Once the email-less user is created successfully, retrieve the access code for that user.

  1. Login as an administrator with at least account manager permissions.
  2. Go to Admin Panel > People
  3. Click on the "..." icon next to the email-less user for which you want to retrieve the access code for
  4. Click on "Get Access Code"
  5. The 16-digit access code for that user will appear.

 GetAccessCode

 

Email-Less Solution Delivery Methods

You will need to plan a delivery method for your members. For example, you may want to deliver the access codes in print format, or via a company-wide SMS gateway, or you may just wish to send a personalized email merge from a Manager/C-Level to employees.

 

How do the users use access code to claim their accounts?

When they receive an access code, your users can claim their account through a web browser or by using the mobile application.

Web browser

  1. Navigate to https://work.facebook.com
  2. Click on "Create An Account"
  3. Click on "Create Account With Access Code"
  4. Enter your 16-digit access code
  5. Click on "Continue"
  6. Choose a username and set a password

AccessCode1

AccessCode2

AccessCode3

Mobile application

  1. Open the Workplace application
  2. Click on "Create Account"
  3. Click on "Create Account With Access Code"
  4. Enter your 16-digit access code
  5. Click on "Continue"
  6. Choose a username and set a password

 

How do users reset their password for Email-Less Solutions?

When a user forgotten his/her password, they will need to go through the following steps to reset the password:

  1. Fill out your username in the text box
  2. Click on "Continue"
  3. Click on "Forgot your password?"
  4. Fill out the username in the text box
  5. Enter a new access code that was sent by your system administrator
  6. Set a new password

 

Managing Email-Less Users

Manage an email-less user manually

You can manage an email-less user manually, one at a time in the same way that you would manually create a user with an email address.

Manage email-less users in bulk

You can manage email-less users in bulk by using a spreadsheet in the same way that you would manage users with an email address in bulk.

It is possible to manage email-less and users with a corporate email address in bulk by using the same spreadsheet. You will see columns in the template for "Employee Id" and "Manager Employee Id".

Manage email-less users via the account management api

You can manage email-less users via the account management api in the same way that you would manage users with an email address via the api.

It is possible to manage email-less users as well as users with an email address via the api at the same time.

 

Converting an Email-Less Account to an Email User

In case an email-less user is assigned to a corporate email address, the email field for that user can be populated. When the email field is updated successfully, the user will no longer be connected through access codes and will be treated as a user with a corporate email address.

When you convert an email-less user to a user with a corporate email address, you won't be able to convert that user back to an email-less user.

 

Deep Linking to the Workplace Mobile Application

The access codes have a url scheme that will allow you to deep link an access code url directly to the Workplace mobile application. This means that you can share this specific url via a web portal or other delivery mechanism so that the end user can simply click on a link which will guide them to the claim flow within the Workplace mobile application.

How does it work?

  1. Create a url generated by the code which is formatted like the url below:

fb-work-emailless://accesscode?access_code="value of the access code"

  1. Make sure that you retrieve the access code for the right user id.
  2. You should now be able to have a url that looks like:

fb-work-emailless://accesscode?access_code=abcdefghijklmnop

You can retrieve the access codes via the people export in the Admin Panel or through the account management api.

 

 Are You Ready for an Email-Less Solution in Your Organization?

Workplace by Facebook propels your organization into the modern era, letting you focus on real-time, instant communication with your team, regardless of their position in your organization. Whether you have frontline workers, students, board members, or other requirements for an email-less solution, those workers who don’t have a traditional corporate email can still stay connected and informed through Workplace by Facebook. And LineZero can help!

As the first Canadian Workplace by Facebook service partner, LineZero is your go-to resource for all things Workplace by Facebook! From design, to pilot, to implementation, our team of experts can get you started by setting up these email-less solutions in your organization. Got questions? Give us a shout today!

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